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Phone Terms

Commonly Used Phone & Network Terms

 Auto Attendant 

An automated system that answers incoming calls and routes them to the appropriate extension or department based on caller input, without the need for a human operator.

Bandwith

 The amount of data that can be transmitted over an internet connection in a given time period. In the context of VoIP, higher bandwidth ensures clearer, uninterrupted voice communication. (Hint: You can check yours right now with our free VoIP speed test) 

Call Forwarding

 A feature that automatically redirects incoming calls to another number, such as a mobile phone or another extension, ensuring you never miss important calls.

Call Park

 A feature that allows you to place a call on hold and pick it up from another phone within the system. It’s useful for transferring calls between different locations in an office.

Caller ID

 A service that displays the phone number and sometimes the name of the incoming caller, allowing you to screen calls before answering.

Cloud Communication 
Refers to voice, video, and messaging services delivered over the internet. This technology allows for greater flexibility and scalability, enabling you to manage communications without on-premise hardware.

Conference Call

A call that includes multiple participants. VoIP systems often allow for easy setup of conference calls, enabling team collaboration from different locations.

Desk Phone 
A physical phone that sits on your desk, typically used in conjunction with VoIP services. Desk phones often include features like programmable keys, a display screen, and speakerphone capabilities.

Do Not Disturb (DND) 

 A feature that temporarily blocks incoming calls and sends them directly to voicemail, allowing you to work without interruptions.

Efax

 An electronic version of traditional faxing that allows you to send and receive faxes through email, eliminating the need for a physical fax machine.

Extension 

 A short number that routes calls to a specific phone within your organization’s PBX system. Extensions make internal communication faster and more efficient.

Graphical User Interface (GUI or UI)
The visual part of a software application that users interact with. For phones, this includes the buttons, screens, and icons that make it easier to manage calls and settings.

Headset

 A device worn on the head that includes a microphone and speakers, allowing hands-free communication. Headsets are commonly used with VoIP desk phones or softphones.

Hosted Solutions
Communication services provided and managed by a third-party vendor via the cloud. This eliminates the need for businesses to maintain and manage their own hardware and software.

Hunt Group
A feature that routes an incoming call to a group of phone lines in a specified sequence until the call is answered. This ensures that calls are picked up quickly, even during busy times.

IP Address
A unique string of numbers that identifies each device connected to a network, including VoIP phones. It enables devices to communicate with each other over the internet.

IP Phone
A type of desk phone that connects directly to the internet to make and receive VoIP calls, without needing a traditional phone line.

Jitter

The variation in packet arrival times in a VoIP call, which can cause disruptions in audio quality. Proper network management can minimize jitter for clearer calls.ms of this common VoIP problem, normally associated with packet loss. 

Latency

 The delay between sending and receiving data over the network. In VoIP calls, low latency is crucial for real-time communication without noticeable delays.

Modem
A device that connects your local network to the internet, converting digital data from your devices into a format that can be transmitted over your internet connection.

Packet Loss
When data packets traveling over a network fail to reach their destination. This can lead to poor call quality, such as choppy or missing audio.

PoE

 A technology that allows network cables to carry electrical power, enabling VoIP phones to be powered directly through the Ethernet cable without needing a separate power supply.

Private Branch Exchange (PBX)

A private telephone network used within an organization. A PBX allows users to communicate internally and externally and can include VoIP for modern communication features.

Provisioning
The process of setting up and configuring VoIP phones and services for use. It involves assigning numbers, setting up call features, and ensuring that devices are properly connected to the network.

Ring Groups

A feature that allows multiple phones to ring simultaneously when a specific number is called. This ensures that calls are answered quickly, even in busy environments.

Router

 A device that routes data from your internet connection to the devices in your network, including VoIP phones, ensuring that data packets are efficiently delivered.

SoftPhone

 A software application that allows you to make and receive phone calls over the internet using your computer or mobile device, rather than a physical phone.

Switch

 A networking device that connects multiple devices within a local area network (LAN), allowing them to communicate. In VoIP setups, switches help manage the flow of data between phones and other devices.

Unified Communications (UCaaS or UC)

 A cloud-based platform that integrates various communication tools—such as voice, video, messaging, and collaboration—into a single service. It enhances communication and collaboration within an organization.

Voice-to-Email

 A feature that sends voicemail messages to your email inbox as audio files, allowing you to listen to messages on the go.

VoIP

 A technology that enables voice communication over the internet, rather than through traditional telephone lines. It offers more flexibility, lower costs, and additional features compared to traditional phone systems.

Virtual Receptionist

 An automated system that answers calls, provides information, and routes calls to the appropriate department or individual, often used in place of a live receptionist.